Senior Administrative Officer, Athletics

Job Summary

The Senior Administrative Officer provides high-level organizational, strategic, and operational support to executive staff and faculty, ensuring efficient office and project management. This position handles a range of complex administrative, financial, and coordination tasks, exercising independent judgment within established policies. The Senior Administrative Officer acts as the primary liaison for internal and external stakeholders to achieve project and communication objectives.

Core Responsibilities

1. Oversees daily executive operations by defining strategic processes, allocating resources efficiently, streamlining procedures, and tracking performance metrics to support department objectives.

2. Collaborates with People Excellence to execute senior HR assignments, coordinate onboarding schedules, arrange team logistics, and manage HR communications for senior leaders.

3. Serves as the primary point of contact for executive and staff inquiries, coordinates interdepartmental communication, and assesses incoming information to ensure appropriate professional responses.

4. Supports executives with special projects by organizing administrative requirements, monitoring milestones, and ensuring project timelines are followed.

5. Supervises support staff by resolving administrative concerns, interpreting relevant policies, analyzing workloads, and assigning tasks to meet deadlines efficiently.

6. Tracks departmental expenditures, reviews spending patterns for discrepancies, and reports financial findings and recommendations promptly to leadership.

7. Manages executive calendars by assessing meeting priorities, resolving scheduling conflicts, and coordinating all meeting logistics to maximize efficiency.

8. Drafts, revises, and distributes executive reports and presentations, ensuring that information is accurate and tailored to each audience.

9. Performs other duties as assigned.

Required Qualifications

• Bachelor's Degree in a related field.

• Five (5) years of related work experience.

• This position requires the ability to maintain the security and integrity of UT San Antonio and its infrastructure.

Knowledge, Skills, and Abilities

• Microsoft Office Suite 

• Documentation & Records Management 

• Call Management 

• Calendar Management

• Customer Service Management 

• Database Management 

• Business Process Improvement 

• Active Listening

• Confidentiality

Working Conditions

• Office environment. Workdays, areas, and work hours may vary based on the department's needs. Ability to travel to and from meetings, training sessions or other business-related events.

Physical Demands

• Sedentary work; sitting most of the time. Jobs are sedentary; if walking and standing are required, only occasionally. Ability to exert up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects.

This position will work primarily on campus. Travel and parking expenses are the employee’s responsibility.